Working with Manual Security Deposits in TWICE Commerce

Manual security deposits in TWICE Commerce provide a flexible way to manage deposits for rental transactions outside the platform's automatic payment system. This guide will help you understand and effectively manage manual deposits to protect your business and maintain customer trust.

What are Manual Security Deposits?

Manual security deposits are funds or guarantees collected outside the TWICE Commerce platform (e.g., cash, checks, or physical items) that protect against potential damage or late returns. Unlike automatic deposits, which pre-authorize card payments, manual deposits are tracked in TWICE Commerce but processed externally.

When to Use Manual Security Deposits

Consider using manual deposits when:

Your customers prefer paying deposits in cash
You accept non-monetary items as security (e.g., ID cards)
You need flexibility in deposit collection and return timing
Your business operates primarily in person

Recording a Manual Security Deposit

1. Start the Rental Transaction‍

Navigate to Orders in your TWICE Commerce dashboard
Create a new rental order or select an existing one

Note: You must have defined the deposit for the product in the Catalog for the deposit option to appear in the orders.

2. Enter Deposit Details

By default, the deposit amount shown in the orders view is the amount you have specified in the product settings. You can edit or override the predefined amount or the deposit method by clicking on the pencil icon next to the deposit amount.
Select the deposit type (cash, item, no deposit)
Add any relevant notes about the deposit condition
Click "Save" to record the deposit.

3. Provide Customer Documentation

Create a deposit receipt outside TWICE. A good practice is creating a deposit document in Word or Google Docs and printing enough copies for the cashiers.
Give the customer a copy for their records
Explain the conditions for deposit return. You can communicate these, e.g., in the deposit document.

Returning or Charging Deposits

To process a deposit return:

Inspect the returned rental items
Navigate to the order in your dashboard
Click "Process Deposit Return"
Select "Return Deposit" or "Charge Deposit"
Enter any deductions for damages if applicable
Update the deposit status to "Returned" or "Charged"

Best Practices

Always provide written documentation of manual deposits
Keep detailed notes about deposit conditions
Set clear return criteria for customers
Regularly reconcile your manual deposit records
Maintain a consistent process for all manual deposits

Need Help?

Contact TWICE Commerce support if you need assistance with manual security deposits.

Working with manual security deposits